Res 39-05
(' /')
RESOLUTION NO. 39-05
A RESOLUTION OF THE CI1Y COMMISSION OF THE CI1Y
OF DELRA Y BEACH, FLORIDA, SUPPORTING THE ROOTS
CULTURAL FESTIVAL, INC. IN THEIR SPONSORSHIP OF
THE TWEN1Y-EIGHTH ANNUAL "ROOTS CULTURAL
FESTIVAL" IN THE CI1Y OF DELRA Y BEACH, FLORIDA.
WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Twenty-Eighth
Annual Roots Cultural Festival in the City of Delray Beach from August 12th through August 14,
2005; and
WHEREAS, the Roots Cultural Festival presents to the community, state, and
nation a view of the rich cultural heritage of people of African ancestry in our city; and
WHEREAS, this festival was originally conceived by the Jefferson Manor Homes
Association in an effort to bring people together to develop pride, respect, and appreciation for their
community as well as the particular heritage which they bring to the city; and
WHEREAS, the Roots Cultural Festival provides an opportunity for exciting
experiences for all, reminiscent of the Bahamas, the West Indies, Haiti, and other countries from
which people of African ancestry have come to Delray Beach; and
WHEREAS, the activities of the festival are to promote math, language and
communication development among our youth; to promote physical fitness through sports
tournaments; to promote cultural enrichment and appreciation through exhibits, creative dance and
dramatic presentations.
NOW, THEREFORE, BE IT RESOLVED BY THE CI1Y COMMISSION OF
THE CI1Y OF DELRA Y BEACH, FLORIDA, AS FOILOWS:
Section 1. That the City Commission of the City of Delray Beach hereby supports
the Roots Cultural Festival, Inc. in their sponsorship of the 28th Annual Roots Cultural Festival in
the City of Delray Beach.
Section 2. That the City Commission hereby recognizes the 28th Anniversary of the
Roots Cultural Festival, and commends its sponsors and supporters for holding this significant
cultural event in the City of Delray Beach.
f' ")
PASSED AND ADOPTED in regular session on this the 7th day of June, 2005.
~/4.
ATTEST:
~L ~ ~~. ~~~f'.)
City Clerk
2 RES. NO. 39-05
· ~~
, Ø1
[IT' DF DELIA' BEA[H
DELRAY BEACH
F tOR I ') "
tI*:d 100 N.W. 1st AVENUE DELRAY BEACH, FLORIDA 33444 561/243-7000
AII·America City
" III! MEMORANDUM
1993
2001
TO: David T. Harden, City Manager
FROM: Robert A. Barcinski, Assistant City Manager
DATE: June 1,2005
SUBJECT: AGENDA ITEM CITY COMMISSION MEETING JUNE 7. 2005
APPROVAL RESOLUTION NO, 39-05 AND SPECIAL EVENT
REQUEST 28TH ANNUAL ROOTS CULTURAL FESTIV AL
WEEKEND. YOUTH BASKETBALL TOURNAMENT. AND
ADULT BASKETBALL TOURNAMENT
ACTION
City Commission is requested to approve Resolution No. 39-05 supporting and endorsing
the 28th Annual Roots cultural Festival weekend to be held August 12-14, 2005.
Commission is also requested to grant a temporary use permit per LDR's Section 2.4.6
(H) for the use of the City facilities, rights of way and parking lots, to authorize staff
support for security, traffic control, barricading, signage, and cleanup and trash removal
and waive LDR's Section 4.6.7(C)(5)(a) and (9) to allow banners and flags to be hung
and to allow event signs to be put up more than one week before the event. Commission
is also requested to endorse the Youth Basketball Tournament to be held June 24-26 and
the Adult Basketball Tournament to be held August 5-7 at Pompey Park, waive facility
rental fees and authorize staff support for security.
BACKGROUND
Attached is a letter and event permit from Ms. Elizabeth Wesley, Executive Director
Roots Cultural Festival, Inc., a City Resolution supporting and endorsing this year's
events, staff support for traffic control, security, barricading and signage, permission to
hang banners and flags, use of City Facilities, and a waiver to allow signage to be put up
more than one week before the event.
Estimated overtime costs for this year's weekend event are approximately $21,510 of
which $17,310 is estimated for police overtime. In addition small stage rental costs are
$532. This estimate also includes additional police overtime for the West Atlantic Task
* Printed on Recycled Paper THE EFFORT ALWAYS MATTERS qG
AGENDA ITEM CITY COMMISSION MEETING JUNE 7, 2005
APPROV AL RESOLUTION NO. 39-05 AND SPECIAL EVENT REQUEST
28 TH ANNUAL ROOTS CULTURAL FESTIVAL WEEKEND, YOUTH
BASKETBALL TOURNAMENT, AND ADULT BASKETBALL
TOURNAMENT
Page 2 of2
Force. The amount of this estimate is $6,045. Based on event policies and procedures
the event sponsor would pay $7,180 with the West Atlantic Task Force costs and $5,065
with out them for the weekend.
The estimated cost for the Youth Basketball Tournament is $2,550 with the event sponsor
paying $600 and the estimated cost for the Adult Basketball Tournament is 52,550 with
the event sponsor paying $600. Cost estimates are based on the use of private security
for various positions.
The event sponsor is also requesting use of the County Parking Garage and surface lots
and use of the City Hall Parking lots. The request includes pennitting Roots to charge for
parking. Based on my experience with the Delray Affair the County probably will not let
the organization man their lots. The City could man them with our contractor and
consider splitting the net profit with Roots. If allowed to charge for parking cars I
estimate that this revenue source could generate an additional $3,000 to 55,000.
This year, again the final weekend events will take place on the grounds at Old School
Square and the CRA parking lot. The site set up is similar to the Garlic Festival. The
Board has agreements with Old School Square and the CRA.
The event sponsor will be responsible for event management, vendor approval,
entertainment, banners and signs and fencing of the event site. A minimal fee will be
charged for entry to the site with children being free. An event budget, schedule of
events, and site plan is attached.
RECOMMEDATION
Staff recommends approval of Resolution No. 39-05, the temporary use pennit for use of
City facilities and rights of way, waive LDR's to allow signage to be put up no earlier
than July 29th, staff support for security, traffic control, barricading, signage, and clean up
and trash removal for the final weekend August lih_14th. Approval to be contingent on
receipt of a hold hannless agreement, event insurance certificate, and liquor liability
insurance certificate. Staff also recommends approval of staff support for security for the
Youth Basketball Tournament and Adult Basketball Tournament and wavier of rental fee
for City facilities.
Rab/AGS
Attachments
-- -----------
RESOLUTION NO. 39-05
A RESOLUTION OF THE CI1Y COMMISSION OF THE CI1Y
OF DELRA Y BEACH, FLORIDA, SUPPORTING THE ROOTS
CULTURAL FESTIVAL, INC. IN THEIR SPONSORSHIP OF
THE 1WEN1Y-EIGHTH ANNUAL "ROOTS CULTURAL
FESTIVAL" IN THE CI1Y OF DELRA Y BEACH, FLORIDA.
WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Twenty-Eighth
Annual Roots Cultural Festival in the City of Delray Beach from August 12th through August 14,
2005; and
WHEREAS, the Roots Cultural Festival presents to the community, state, and
nation a view of the rich cultural heritage of people of African ancestry in our city; and
WHEREAS, this festival was originally conceived by the Jefferson Manor Homes
Association in an effort to bring people together to develop pride, respect, and appreciation for their
community as well as the particular heritage which they bring to the city; and
WHEREAS, the Roots Cultural Festival provides an opportunity for exciting
experiences for all, reminiscent of the Bahamas, the West Indies, Haiti, and other countries from
which people of African ancestry have come to Delray Beach; and
WHEREAS, the activities of the festival are to promote math, language and
communication development among our youth; to promote physical fitness through sports
tournaments; to promote cultural enrichment and appreciation through exhibits, creative dance and
dramatic presentations.
NOW, THEREFORE, BE IT RESOLVED BY THE CI1Y COMMISSION OF
THE CI1Y OF DELRA Y BEACH, FLORIDA, AS FOILOWS:
Section 1. That the City Commission of the City of Delray Beach hereby supports
the Roots Cultural Festival, Inc. in their sponsorship of the 28th Annual Roots Cultural Festival in
the City of Delray Beach.
Section 2. That the City Commission hereby recognizes the 28th Anniversary of the
Roots Cultural Festival, and commends its sponsors and supporters for holding this significant
cultural event in the City of Delray Beach.
PASSED AND ADOPTED in regular session on this the 7th day of June, 2005.
MAYOR
ATTEST:
City Clerk
2 RES. NO. 39-05
jROOTS (ULTURAL FESTIVALt INC.
400 West Atlantic Avenue, Suite 2A
Delray Beach, Florida 33444
May 3, 2005 RECEIVE[
MAY 032005
f-\S~,v Ihl.. I
The Honorable Jeff Perlman - Mayor CITY MANAGER
City of Delray Beach
100 NW 1st Avenue
Delray Beach, FL 33444
Dear Mayor Perlman:
We are excited to announce the celebration of the 28th Annual Roots Cultural Festival. Over the
years, the Festival has grown in keeping with the needs and desires of the community. "Roots"
has become a household word in South Florida and is synonymous with summer cultural
enrichment.
This multicultural event has received great support and encouragement from the City and we are
tremendously grateful. This year's theme is "Umoja: Stand United". Indeed, we believe that it is
the prevailing spirit of unity in our ability to come together and respect our cultural differences that
has made Delray Beach a two time recipient of the All-America City designation. Despite
challenges (that are certain to come when undertaking a monumental effort such as "Roots"), we
will continue in our quest to improve the quality of life in beautiful Delray Beach.
We are again requesting a Resolution from the City sanctioning the efforts of this cultural
organization through the support of the various municipal departments such as the Police, Parks
& Recreation, and others. The Roots Festival has become so ingrained in the cultural fabric of
South Florida that it draws visitors from through out the country and the neighboring islands.
Vacations and family reunions are frequently scheduled during the Roots Festival time.
Attached, please find a copy of the support request list and the 2005 summer schedule. We
invite you, the Commissioners, and the City staff to share in the activities which are planned from
June 18, 2005 through August 14, 2005. We would especially appreciate your participation in the
kick off celebration, heritage parade (followed by a VIP reception), the prayer breakfast and the
festival on the square.
Please contact me at (561) 278-1013 or (561) 274-0365 if your have any further questions.
Sincerely,
~~'JW
Eliza eth J. Wesley ~
Executive Director
ltas
cc: Robert A. Barcinski
Assistant City Manager
City of Delray Beach pE,LR.:"': 8~p,!
bâf
Special Event Permit AII-AmericaCity
Application , III I!
PLEASE PRINT 1993
2001
Event Approved/Denied Date of Approval/Denial
ApprovedlDenied by Title
1. Event NamelTitle: R CO-\-.::, Cl-L l -\u-rüJ CJ (gClX\\"LGLt\o0
2. Event Date(s): Oüg, \d- \ lot aoDS Event Time(s):
~ «~~~5 _ó)\\~E) -~:~
( "8 14 oS- 0) (2 rn - fY\ )
"
3. Event Sponsor/Producer: nC .
4. Event Contact/Coordinator:
5. Address: 4-00 W· o..:-+\Qt..Y\ IC 9- [)LCh, S1~L{Y~
6. Telephone Number: 5lD f)~Î,\- -OòlPS- Cellular Number:
7. E-mail Address: . .
8. Event Description: R)...~fb"::e- I ~ -tv d.~_uttûf <Á- ~~~.(e..u &Ç' ~~l ~I
'€-ci.u..CQ\::-\~ od ~oL r1)-LÝUè--t:-I~o.-l ~-\-c....I. ~ ~ l J ~U'À.4-e.1 p(b~ok cu
or ~\VU~' ~C: eo' .....~v'\'\r'Y\~
(If neigh orhood block party, then please skip questions #10-35 to 'nuu\v
question #36) ,^ L{>./..-UO~~11
9. Sponsor Category: (please check) City 0 Non-Profit/Charitable ~ Private 0 ()1J.ý h-tr1-l~
Co- Sponsor - Non-Profit/Private 0
(If Non-profit attach proof of ~O c(3), c(4 , c(6), c(10 or c(19» 5'"\ I\JðR..~
10. Event Location/Address: 0 "'S " \ -
~l>-I \ ÄWY'\ A-ce.t\-u...Q..
v ./
Site plan attached: yes no
(Site plan required for entire event site)
12. Event budget attached: yes no
(Required for all events) /
13. Serving or selling alcoholic beverages: yes no
(If yes, copy of license and alcohol liability insurance required two (2) weeks prior
to event)
14. Event certificate of insurance attached: yes no
(Required two (2) weeks prior to event naming the City as additional insured, also
required for vendors) I
15. Playing of amplified music: yes no
(Waiver required) /
16. Requesting Police assistance: yes no
(Traffic control/security)
1
~ odd. '\ roo-\ ~ C»0~ ~ \~{eJL ~LLM -50i -Lf5~,oqlfl
~I - LO O¡ ( - a "DtfD
LeU·
17. Will supplement with private security: yes / no
(If yes, need plan attached) vj
18. Requesting Emergency Medical assistance: yes no
19. Requesting barricade assistance : yes ../'j no
20. Requesting trash removal/clean up assistance: yes '!; no
21. Requesting trash boxes and liners: yes no
22. Requesting stage use: yes \/ no
(If yes, check type) ~
Large stage covered 0 Large stage no cover 0 jail stage Half small
stage 0
23. Requesting signage: j yes / no
Type: Event sign (4'x4') / Directional signs .,¡ .
Banner hanging v Indicate dates required [). We. e.. k ? P Ylû'fZ
(Waiver required if more than one (1) week prior to ~t)
24. Food and beverage vendors: yes no
If yes, please provide the approximate number, as well as the name,
address, and contact phone number of each vendor which is due no later
than one week prior to the event~fl)\ . :5 0 Ver..clDý?
/
25. Health Department approval: (see attached) yes ...// no
26. Other vendors: yes V. no
27. Tents: yes .../ no
(If yes, tent permits and fire inspections maybe neededl
28. Will the event include amusement rides? requiring state~roval?
yes no
(If yes, type and location and copy of liability insurance required)(Also,
please provide the name, address and contact phone number for each
amusement provider along with copies of their liability insurance)
/
29. Will the event be gated? yes Ý no ¡
(Show on-site map)
30. Will there be fireworks or other pyrotechnics? yeSJ no
(If yes, contact Fire Marshall)
31. Will there be cooking with compressed gas? yes no
(If yes, contact Fire Marshall)
32. Will you be providing port-a-Iets for the event? yes no
(If yes, locate on-site map, If no, indicate how 7 will handle restroom
needs)
33. Will there be a charge for the event? yes no
(If yes, indicate ticket prices) /
34. Is reserved parking requested? yes no
(If yes, indicate locations)
2
~
35. Nei hborhood Block Parties Nei hborhood block arties onl
. Is event sponsored by the Homeowner's Association? yes_ no_
{If not, then individual{s} submitting permit application must also submit a
petition signed by 51% of the homeowners who live on the block)
. Please note the following: 1 ) Approvals will only be given for a one (1)
block area 2) Permit applications must be received in writing by the City
Manager's Office at least thirty (30) days prior to the event.3)
Consumption or sale of alcohol on City rights-of-way will not be
permittedA) Structures other than barricades are not allowed in City
rights-of-way.5) Homeowners Association will be required to pay all
overtime costs that may be incurred as a result of City staff involved in the
event.
~
- £dkt¡ 11Í~ -/
Eve co~tra"'e.?tc~of&i't:j Uð ~ Date
Please print: zabe.; ,
Please enclose the appropriate non-refundable application fee payable to the City of
Delray Beach, 100 N.W. 1st Avenue, Delray Beach, Florida 33444.
For Staff USej'1l CO
Date Receive Application fee received $
Site map v
Budget .",.,
Certificate of insurance
Hold Harmless agreement
Security plan
Waiver alcoholic beverage
Railroad approval
Coast Guard approval
501 c(3) or (d) certificate or letter
Health Department approval
Fire Inspector approval
Police Department approval
Public Works approval
Parks and Recreation approval
City Commission approval
3
Roots Cultural Festival
FY 2005
Support List
1. Police security, where applicable
2. The City to allow the display of Roots flags
3. The City to waive fees for the use of facilities and staff for all activities scheduled
at Pompey Park and other appropriate City facilities ,
4. The City to provide Roots signage on Atlantic Avenue and all other appropdate
sites from July 13th - August 14th
5. The City to allow Roots exclusive use of City Hall parking lots (Representative of
Roots will be charging a parking fee with all proceeds going to Roots
Organization)
6. Request the use of County parking garage and parking lot for the August 12-14,
2005 event at Old School Square (Roots will be charging a parking fee with all
proceeds going to the Roots Organization)
" /
I
I
¡I
"
,I i i
' I
I, r-:
I 'I ,
':~I~' I~
~, - '1'1 I
,'I i
'¡: I :1
. t iu----u-u_uL.____h_..._uQ1
, ï'==>---~-.----~ _. ____u_u
I:, :r~9
~ J ; : i T
\.J j , i! I ,I
'1) ! ¡ : I 11 I
z: ! ~ ,--1, 1,1 I
~ :1 I' L I
~ j. : ' ! i
{;\ (! : ' r:'Í
~ ~I , , I U !
< I I ! Iii
~ : I :
~
l~ ~ b~
'!~-HH
>0 00:' :
' "'~ ,
~ I éûl: ' ¡
J::.I ::
~' ': I,
I ~, I
r :' ,
r ",' II ¡' I
I 'I... ' I I
" lJ' I ~ '
I L i~ I ' !
z 'I ,
~3:~i; j ~ 1
; ~ ¡ II II ~
-"m, I
~::c ! ! II!,
- rt I ~ _I ~
~-_u-u_h~--=d -- -- -- -- -- I
~ ~~-~-~- ~- - ~- ~- - ~-~ -~- ~ - ~- - - - ~- -- ~ - ~j~- ~ -. -~ -~-~- '''-''-''~''''':;..- ~ - - ~ -. - ~- ~- ~- - -- ~ - ~-
. f1. í\ ~ ( lJJ€~ï
.....
.
Roots Cultural Festival, Inc.
Proposed Budget
2005
Revenue Amount
Basketball Tournament $ 22,000.00
Classical Series . . - . $. 25,000.00-
Concessions $ 6,000.00
Coronation/Dedication $ 500.00
Festival on the Square (Admission) $ 50,000.00
Golf Tournament $ 10,000.00
Grants - Foundations/Corporation $ 24,800.00
Grants - Government $ 30,000.00
Prayer Breakfast $ 1,000.00
Souvenir Booklet $ 3,000.00
Sponsorships $ 30,000.00
Tennis Tournament $ 10,000.00
T-Shirts $ 5,000.00
- -- ----
Vendor Space Rental $ 12,000.00
Total Projected Revenue $ 229,300.00
Roots Cultural Festival, Inc,
Proposed Budget
Expenses 2005 Amount
Academic Component 6,000.00
Accounting Fees 4,000.00
Administrative Assistant ($10 per hr. @ 8 hrs. per day x 260 days) 20,800.00
Artist Fees 50,000.00
Auditing 5,000.00
Basketball Tournament 11,000.00
Classical Series 12,000.00
Concessions 1,000.00
Contingencies 1,000.00
Copies 1,000.00
Coronation/Dedication 1,000.00
Equipment Service & Repair 1600.00
Festival Application Fee 200.00
Golf Tournament 4,000.00
Heritage Parade 1,000.00
Insurance (Board & Festival) 3,200.00
Kuumba 1,000.00
Legal Fees 1,000.00
Logistics & Facility Layout 10,000.00
Marketing & Advertising 6,000.00
Office Supplies 2,000.00
Personnel - Program Coordinator 45,000.00
Postage/Direct Mail 500.00
Prayer Breakfast 800.00
Rental of Old School Square 3,000.00
Security 10,000.00
Seminars 1,000.00
Sound (Indoor Activities) 1,000.00
Sound (Outdoor Activities) 6,000.00
Souvenir Booklet 2,500.00
Space Rental/Utilities (12rf!os. @_$_50Q) 8,100.00
Telephone/FaxllnternetlWebsite Services (12m~s. @ 175) 2,100.00
- - - - -
Tennis Tournament 4,000.00
T-Shirts 1,500.00
Vendor Space 500.00
VIP Reception 500.00
Total Expenses $ 229,300.00
In Kind Contributions of volunteers & services valued at
approximately $30,000.00 are not reflected in the budget total.
------ -
· Røøts Çu~ ercliminlrY SçhedCl/e 2QM
Dates Events or Activity Place
I~ Christ Missionary Baptist
June ~ Kick Off tlDedication/Coronationtl Church
June 24,25,26 Youth Basketball Tournament Civic Center / TBA
July 15, 16, 17 Tennis Tournament Delray Tennis Center
Academic Olympics- Opening Ceremony / St Paul Missionary Baptist
July 24th Oratorical Contest Church
July 25th Essay Contest / Spelling Bee Pompey Park Auditorium
July 26th Geography Bee / Reading Bee Pompey Park Auditorium
Math Contest / Black History Bee Acad.
July 27th Olympics Closing Ceremony Pompey Park Auditorium
July 30th A Gathering (Seminars) Pompey Park Auditorium
Aug. 5,6, 7 Adult Basketball Tournament Pompey Park Civic Center
AC..(q. 12.~ Heritage Parade / Festival an the Square f.) ~ e. ~ 'I
August 12th (Includes Youth on Parade) SY.I!\I'\û' N'ctM.&lâ School Square
August 13th Health Screening Pompey Park
Prayer Breakfast Pompey Park
Festival on the Square Old School Square
August 14th Gospel on the Square Old School Square
It:-
-~
1 t ¡. ; ; 't H 11~
R' · _ .~-:"'_ ... c
--- -----